Facilities Administrative Office Staff

Description We are offering a long-term contract opportunity for a Facilities Administrative Office Staff in San Luis Obispo, California. The role involves coordinating the daily operations of the Facilities Department, handling administrative duties, and assisting in the management of departmental projects. The position is situated in the facilities industry, where the focus lies on maintaining and improving the work environment.Responsibilities:

Oversee daily operations of the Facilities Department, including processing invoices, managing supply orders and inventory, creating purchase requisitions, maintaining and purging files, coordinating special projects, handling phone calls, and managing departmental mail and shipping needs.

Compile statistical data, create memorandums and reports, track project costs, and duplicate documents as needed.

Coordinate and manage the department’s intranet system under the direction of the department head, including ongoing in-house intranet training to meet departmental needs.

Provide administrative support to the Facilities Director, Manager, and Coordinators, including composing correspondence, data entry, attending meetings, and responding to written, verbal, and telephone requests. Organize, maintain, and coordinate administrative office files. Coordinate travel arrangements when needed.

Assist the Facilities Administrative Office staff in coordinating contractors, subcontractors, and workers for the construction, repair, and maintenance of facilities, maintaining contact with contractors through the completion of repairs.

Follow up on contracts to ensure timely execution and notify the Facilities Director of any scheduling concerns or issues.

Collaborate with representatives from other agency departments to research and resolve problems.

Requirements

Minimum of 2+ years of experience in office management or facilities management

Strong organizational and multitasking abilities

Excellent verbal and written communication skills

Proficiency in Microsoft Office Suite (Word, Excel) and familiarity with office management software

Experience with data entry, report creation, and statistical analysis

Experience with intranet systems and a willingness to undergo ongoing training

Proven ability to compose correspondence, manage files, and coordinate travel arrangements

Experience in coordinating with contractors, subcontractors, and maintenance personnel

Strong analytical and problem-solving skills, with the ability to collaborate with different departments to resolve issues

High level of accuracy and attention to detail in handling contracts, project costs, and various administrative tasks

Ability to work effectively in a team environment and assist colleagues as needed

Adaptability to handle changing priorities and manage multiple tasks simultaneously

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.© 2024 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .